A Comprehensive Repository October 22, 2014 Amy E. Smith, The University of Kansas

The University of Kansas Two main campuses + 7 other sites 28,000+ students 5,342 employees, of which 1,847 are faculty $360+ M total research expenditures Policy Library created in 2008 Policy Office established in 2010

Overview What does comprehensive mean?How did we get there?How do we maintain?What are the pitfalls?

Pointers to Board of Regents policies University-wideCampus-specific Unit-specific What does Comprehensive Mean?

In Our Policy Library 50 contributing units 800 policies and policy- related documents

Role of the KU Policy Office Consults with policy owner Shepherds policies Maintains the Policy Library Acts as policy resource

No one knew where to find policies Numerous solutions in place Policies were decentralized How did we get there?

Solution = Coordination Develop policy repository Mandate from leadership Unit willing to act as model Develop a system

Mandate from Leadership Support from the top Provost announcement Baseline participation Verbal mandate…

Unit willing to act as model Familiar with the technology Interested in transparency Envisioned a policy library as helpful Potential benefits became clear

Moving Beyond First Unit Proactively reached out Went to them Learned about their world and their needs Provided great service

Development of a System Controlled access Publishing Revising Archiving

How do we maintain? SystemTools People Process

User-friendly Ensures consistency Change when outgrow Roadmap Predicable and flexible Confidence

Within the office Up the chain Constituents People For policy makers For contributors For Policy Library visitors

What are the pitfalls? Mission creep Role confusion Workload/workflow Tangled web of policies

Key Points: Secure support from leadership Develop the system Find a champion Be prepared Be helpful

Questions? ? ? ? ?